Best messages when out-of-the-office

You’re having trouble informing your employees that you’ll be gone while on vacation. Browse through this collection of the best out-of-office and vacation messages.


You have finished everything on your to-do list, and your inbox is empty. Before you officially leave work for a long time; whether it’s for a brief getaway over the holiday weekend or a few wonderful weeks of summer vacation; there is one more thing to do: A out-of-office email message should be created and enabled (and likely, for some other communication channels you use for work, too).

It can cause problems both while you’re away and when you return; if you don’t bother to create an out-of-office message or if it is ambiguous or incomplete.

If you don’t specify the exact dates you’ll be gone; for instance, your work colleagues and clients can send you multiple emails and block up your inbox. It will become more difficult for you to catch up when you return. Additionally, you run the danger of accidentally diverting ongoing projects at the company or failing to assist key clients; if you don’t include the contact details of personnel who will cover for you while you’re away.

So, here are the best out-of-the-office messages. Let see!

Explain OOO.

The shorthand for informing clients and co-workers; that you won’t be in the office. And that it might take longer than usual for you to react to emails or messages that are “out of the office message,” or OOO. It appears straightforward. But people frequently mishandle it and fail to make their goals clear, which confuses the responses.

When stating the issue and outlining the steps the sender should take; it is considered proper business etiquette to utilize the acronym OOO. By using an auto-reply mailer, you may keep your clients and co-workers from a misunderstanding because you need more time to react. It could damage your relationship with them.

An OOO email serves what purpose? ‍

Leave an out-of-office message to let others know when you’ll be absent from the workplace. It lets you notify co-workers, customers, and clients by phone or email when you won’t be available. Everybody experiences being unavailable at work from time to time and expect it to happen while assuming various positions. There may occasionally be an unforeseen difficulty that necessitates one to skip work and be unreachable to clients and end users; even though many businesses promote that they are reachable and available round-the-clock. It’s essential to let your clients or customers know in these circumstances before they realize it; to avoid giving them the impression that you are denying or rejecting their requests. It is vital to understand in light of this the significance of having an out-of-office message on your smartphones and emails.

OOO is an important component of workplace hygiene, as was already mentioned. There are several reasons to enable auto-reply when taking a leave of absence, including:

  • Clear communication
  • Inform the email sender that you have received it.
  • Avoid misinterpretations regarding the delayed reaction.
  • Don’t take breaks at work

How to craft an out-of-the-office message

The elements of a successful out-of-office email answer are as follows:

  • The exact dates of your vacation – If you are just resuming the out-of-office message you used during your prior vacation; ensure to update the dates and double-check that all other information is correct.
  • Your absence’s general cause should be stated; along with whether you’re on personal or vacation time. You do not need to state your destination or motivation in detail. Co-workers might still make an effort to get in touch with you if they think you’ll be checking in with the company.
  • The list of what to do should include the words “what to do in case this is a work-related emergency.” If the work requires characteristic features, either provide personal contact or outline the steps that must be taken. You can also include a list of “people to contact” at the event. It is that they can help the respondents with their problems.

What not to say in an out-of-office message

As you create and activate your out-of-office message, be cautious of the following risks:

Trying to be funny or loud

Do not include humor in your out-of-office message. The wrong audience could easily interpret humor incorrectly, rendering it ineffective (for example, your boss). Along with that, refrain from hinting in the message; that you’re happy to be out of the workplace or talking about your great trip (while your co-workers aren’t). The best approach is to keep your out-of-office message brief, professional, and above all, clear; even though it could seem boring.

Asking a co-worker for immediate help

You can’t foresee how quickly your co-workers will be able to respond to emails while you’re away. So be sure you don’t guarantee their immediate help. Get your employees’ permission before including their email addresses and phone numbers in your out-of-office message. They might be too preoccupied to stand in for you because they have a big assignment coming up.

Promising to respond as soon as you get back

You’ll have a lot of work to catch up on when you get back. So, avoid making time-sensitive email response promises. You shouldn’t commit to something you might have to break.

In short-

  • Avoid being overly careless.
  • Leave out any private information; readers are unlikely to be interested in your holiday destinations or beverage preferences.
  • Don’t make it into a long novel; keep it simple and concise.
  • Avoid having unreasonable deadline expectations.
  • Before including their details in the email, ensure to let your co-workers (personal assistant, reporter, etc.) know.

Here we Go!

Simple out-of-office message

Not sure what to say while away from the office for a meeting or on a trip for business?

By leaving an out-of-office message, you can let people know that you won’t be available for a time. It is essential to have one since it provides your clients with a sense of professionalism and security. They can also stop us from getting a storm of emails while we are away. Frequently, the message will also provide a contact number and the day and time of their return.

The simple out-of-office message is divided into three parts:

  • The sender’s name and contact details,
  • A statement that they will not be reading messages until a certain date since they are out of the office,
  • An assurance that the person’s assistant or replacement will respond to any communications received during this time SPOC.

The out-of-office event promotion message

You have a conference or training coming up, and you’ll miss a few days of work. OOO emails can be used to promote events you’re going to. Businesses routinely arrange seminars, workshops, and conferences to increase awareness among their stakeholders and clients. You can use ready-made templates also to create event promotion out-of-office messages.

Out-of-office messages to prospective clients

Out of Office shouldn’t be dull and uninteresting because it is distributed to many mailers. Who knows, it can serve as a contact point for leads for your business. Even one of them might turn out to be a prospective customer. With a strong out-of-office message, you can nurture leads in one of the easiest ways possible. This does not, however, mean that you should ignore them. You see, out-of-office messages are a great way to highlight your company’s unique qualities, personality, and brand. The OOO emails should be written in a manner consistent with the company’s voice. It must connect with leads in a way that builds trust, enhances your brand, and actively promotes the creation of new leads.

Out-of-office Promotional message

If receiving work emails while on vacation will cause you to lose focus, you might choose to decline them. But it’s safe to assume that you still keep an eye on your social media profiles. Include connections to your Facebook, Twitter, and Instagram accounts so that people may contact you more easily.

Of course, not many people would be so demanding; as to send you a private message via email about a work-related issue while you’re on vacation. However, there’s a significant probability that includes links to your social media in an OOO message. It may help you gain more followers and improve your social media presence.

Out-of-office message for an alternative contact

People are naturally impatient, therefore they want an explanation of issues as soon as possible. In light of this, some recipients of your auto-reply messages won’t be happy to find that you are away. And that they will need to wait till you return. In such cases, you must provide a different point of contact for urgent issues.

After all, keeping your business partners happy is a constant priority. As a result, you should have a backup employee that can finish some of your work if you aren’t accessible. This will not only satisfy your customer with the caliber of service offered by your company. But it is also the right course of action.

Now, let’s see the examples of the messages!

A simple out-of-office message

  • I’m not in the office right now. I’m grateful for your patience and will get back to you as soon as I can.
  • I left the workplace. I’ll reply to your messages when I get back.
  • I won’t return to the office until (date/time).
  • I’m grateful for your letter. When I return from vacation or other time away from the office, I’ll get in touch with you.
  • Thank you for getting in touch. I’ll respond to your inquiry when I return to the office.

Out-of-office messages for holidays

  • Happy Holidays! I’ll be back next year.
  • I’ve currently curled up with hot cocoa away from my laptop. I’ll come back when I’ve eaten all of these marshmallows.
  • I’m not available today because it’s so terrible outside. There, take care!
  • To wrap my presents, I went shopping for thread and brown paper. will make a swift return, like a wild duck carrying the moon on its wings.
  • Merely taking it easy over the holidays. After the break, we will respond to your messages.

Internal out-of-office messages for absent colleagues

  • I’m not inside at this moment. When I get back to work, it will be at (time).
  • Today I’m not working. Please call if you have any questions (name).
  • Keep going, my misinformed teammates. There will be peace after you are through. I’ll check in with your exhausted minds when I return. Please don’t cry.
  • I appreciate you getting in contact. Although I can’t be there right now, I will get back to you as soon as I can. I’m grateful for your endurance.
  • I won’t report working again till (date). I can’t wait to hear about our team’s development when I get back!

Parents’ out-of-office messages

  • I will be away from work till (insert date) to be with my spouse for the first (weeks/months) of the birth of my child (date). Contact me only in case of an emergency.
  • The remainder of my maternity leave (date). We appreciate your good wishes as my spouse and I welcome our new baby into the world.
  • Having a baby! I’ll be going back to work on (date); hopefully after one night of sleeping for longer than two hours at a time. Put your fingers crossed!
  • (Baby’s name) moved in with us on the (date). I won’t be in the office until further notice. Please contact me for any information on (projects, clients, or services) (name).

Out-of-office messages for one day

  • I’m not here right now. Then I’ll see you!
  • A day set aside for mental health. I’ll be going back to work tomorrow.
  • Tomorrow, tomorrow, and tomorrow I’ll talk to you. There is only one day remaining.
  • I’m not at work right now. In case you require help, get in touch with (name) immediately away. If you don’t need immediate assistance, I’ll be back tomorrow and can assist you.
  • Having a good time over the holiday weekend. On, I’ll be going back to work (date)

Promotional out-of-office messages

  • Hello there! This week, I’m not in the office because I took some time off to travel. I’ll get in touch with you when I return, though.
  • You can track me on Facebook, Twitter, and Instagram in the interim since nothing – not even a holiday – will stop me from offering some helpful marketing insights and advice.
  • Here are links to all of my social media accounts till I return to the office: [LINK TO FACEBOOK] [LINK TO TWITTER] (LINK TO INSTAGRAM)
  • I’ll get a return to you Monday morning first thing, so please be careful. (YOUR NAME)

Out-of-office alternative contact messages

  • Hello, I’m sorry, but I can’t be reached right now. The next time I’ll be here is on Wednesday. I will then respond to you.
  • If any urgent, critical concerns need to be addressed, contact [CO-WORKER NAME]. Email them at [COLLEAGUE EMAIL] or give them a call at [PHONE NUMBER].
  • Soon, let’s discuss (YOUR NAME)

Creating an Eye-Catching Out-of-Office Message

Start by identifying your emergency contacts for times you are not at work. Ensure they can assist customers in your absence if necessary. Meeting with your employees to go over everything should be one of your top priorities. A chance email you send to the person covering for you while you’re away shouldn’t expose that information. Act professionally and ensure everything is organized when you’re going to take a break.

In preparation, inform every member of your team that you will be gone during the specified times. Also, be sure to include your vacation on any internal business calendars. People forget things easily because they are busy and because they don’t happen regularly. Your co-workers may have forgotten about it even though you may have brought it up to them two months ago. As a result, don’t ignore to remind everyone because doing so could result in problems. Miscommunication, as in this specific case, is something that can be readily avoided.

If you don’t mention the dates on which you will be disconnected from work, your workplace co-workers and clients will undoubtedly send you numerous emails, overflowing your inbox. It will be quite difficult for you to get in touch with us when you go back. Additionally, if you don’t mention the name and contact details of the co-workers who can help in your absence in your outgoing message; your well-earned and delightful vacation time can conflict with some work initiatives.

Check more channels for an out-of-office notice

It’s a good idea to configure an out-of-office message for your company email before going on vacation. Even if you are only planning to be gone for a day; your co-workers and clients will appreciate knowing where you are. You don’t want to leave them wondering why they aren’t hearing from you straight away. Or also, what they should do in your absence, especially if an urgent issue arises.

If you’ll be away for a few days or longer; decide if you need to create out-of-office messages for other messaging platforms you could use frequently at work. For instance, Slack’s website offers instructions on how to configure a custom status and manage notifications while you’re away. Microsoft also provides instructions on how to set up an out-of-office message in Teams.

Additionally, ensure your email settings are set up correctly. So that only a limited number of internal co-workers and carefully chosen outside contacts (those you need to keep informed); will see your out-of-office message. Additionally, keep in mind to block out time for work in any calendar apps you share with others. If required, leave an out-of-office message on your voicemail.

Once you’re comfortable that you’ve set up out-of-office communications; that are clear about when you’ll be going, when you’ll be back, and who will be managing things in your absence, you can pack your bags, depart, and focus on having fun.

Key Conclusion

Your co-workers will get information that you are unavailable by getting an out-of-office message, without interfering with your time off. Because it’s so important for co-workers to communicate. Sending an out-of-office message is the best way to set boundaries with them; while still being honest enough to let them know when to expect a response. Effective communication keeps people updated while you are away from the office. It allays any concerns they may have about not being able to reach you right away. With all of these benefits, leaving an out-of-office note can surely improve the efficiency of your return to work.


Why would you make a funny out-of-office message?

A light-hearted out-of-office greeting promotes good humor in the workplace and uniquely demonstrates your unique personality. Light-hearted messages are meant to keep several messages you ultimately have to respond to at a manageable level. Because they will be remembered enough that others will only try to reach you once!

What are some effective out-of-office messaging for the workplace?

Writing successful out-of-office communications for work requires keeping a few things in mind. Above all, an effective out-of-office message should make it clear; that you are not in the office and are not available for any urgent correspondence. A planned return date, a thank-you letter to the person who contacted you, a different contact address, or a witty quote pertinent to your absence; can all be added once you’ve made sure everyone is aware you’re out of the office; depending on what works best for your business. You can reorder any of the information in this list to suit your tastes; just do it! The main objective of an out-of-office message is to inform others that you are currently unreachable.

For what purpose, out-of-office message is helpful?

With an out-of-office message, you can educate people and advise them on what to do while you’re away. Out-of-office message also include options for urgent matters. These emails are important, especially if you have clients who have come to trust you and want quick service.











About the author

John Hinchey is VP of Sales for Westfalia Technologies, Inc.., a leading provider of logistics solutions for plants, warehouses and distribution centers. He has more than 20 years of experience in manufacturing and warehouse automation.